Executive summary
J&J Worldwide Services, a privately held facility management company, needed automated processes to help them manage employee expense submissions and a vendor invoice management system to handle vendor payment processing for their worldwide operations.
The solutions had to be easy to use, secure, web-based, manage a large volume of transactions, manage expense receipt & invoice images, include a workflow approval process and integrate with their cloud ERP system, JAMISPRIME, for prompt employee reimbursements and vendor payments.
The new solutions improved expense reimbursement processing time from 15 days to 5, created an improved paperless expense process, improved credit card payment processing and vendor payment processing, reduced headcount in Accounts Payable by two employees, increased efficiencies and employee and vendor satisfaction.
"Working with the Xemble team has helped us improve our business processes.
The team has been very accommodating helping us make the process work together with the product with no changes.
They helped educate us on the technical issues we were facing and how to best solve them.
Great communication and customer service.
No wasted time!"
~ VeronicaVoudouris,
Business Process Specialist
Challenges
Building the solutions required understanding the government compliance regulations required by the Defense Contract Audit Agency for managing expense document submissions, building an image archiving system, standardizing image submissions, building a quick search and recall feature for audit purposes.
The document archiving process solved the issue and made it easier to provide documentation for any DCAA audit and company requirements.
Integration with the cloud ERP required researching integration with the cloud ERP, JAMIS PRIME used for government contracts, but also understanding the underlying cloud ERP framework from Acumatica.
The documentation did not exist on how to accomplish both and the J&J and Xemble teams worked closely to identify the technical issues and resolve them in a timely and cost-effective method.
